Community

Minutes of the Parish Council meeting held on Tuesday 21^st October 2014 at 7.30pm in the Village Hall

Present
Chair: Andrew Alexander
Councillors: Paul Hodson, Rachel Giddens, Robin Hayden, Chris Howden
Clerk: Caroline Bradley
C Councillor: Simon Bywater
D Councillor: Dick Tuplin
Members of the public: 1

426.14 Chair’s Welcome
427.14 Apologies and reasons for absence
Cllr James sent apologies and reason for her absence and these were accepted by the Parish Council (PC).
428.14 Member’s declaration of Disclosable Pecuniary Interests
None.
429.14 Public and press participation session with respect to items on the agenda
Member of the public, who is also a member of the Village Hall and Recreation Ground Charity Committee, requested the PC address the trees on the recreation ground due to them having reached their 40yr lifespan.
430.14 To confirm and accept minutes of 16^th September 2014
The PC unanimously agreed these to be a true record of events.  The Chair signed each page.
431.14 Matters arising from minutes (information only)
None.
432.14 Communication from District and County Cllrs
The PC asked advice from the Cllrs regarding tree maintenance and liability.  Their advice was to follow guidelines regarding commissioning aboricultural surveys every 5yrs and have a, working, tree log.  They suggested a couple of contacts which the clerk logged.
The Clerk asked for advice regarding the Winter Maintenance Volunteering Scheme with regards to gritting public footpaths.  Whilst this was seen as a productive task, the PC were still cautious of liability and the Clerk reminded the group that she was unable to locate a document negating the PC of liability if an accident occurred after a volunteer had attempted to grit a footpath, adequately.
C Cllr Bywater then informed the PC of savings of 32m needed to be made by Cambridgeshire County Council, which might see street lighting turned off at certain times.
D Cllr Tuplin followed with an update on developments at Sawtry Community College.
433.14 Communication from Parish Cllrs
Cllr responsible for Rights of Way reported that she had cleared brambles making accesses safer.  The bridleway off Winwick Road was reported as clear of concrete, however, it was still very wet.
Cllr responsible for Highways/Police/Public Transport was not in attendance.
The Trustee responsible for Farm Business Tenancy/Grazing Land had nothing to report.
434.14 Communication from Village Hall and Recreation Ground Charity Committee (VHRGCC)
The PC thanked the committee for their minutes which the Clerk had already circulated.
There were no issues raised.
435.14 Clerk’s Report
Walk of the village with Tony King – the PC discussed and agreed that the Chair should speak to an ex Cllr to ascertain whether he is still keen to aid the PC with tree matters.  Clerk to address all matters raised in her report and feedback to the PC.
Clerk informed the PC that she had received notification that the ash tree opposite 19 Chapel End is due to be felled on 9^th December.
Clerk advised that the junction signpost near the Hemington Lodge T junction has some corrosion.  She added that Tony King (CCC) had advised that he was aware and waiting for it to fall over.
Clerk informed that she had had a reply from Anglian Water re a fault report at 87 Main Street, standing water beside the road – Anglian Water advised that it was not mains water.
The Clerk informed that she had agreed to two more cuts of the rec ground grass, for the remaining year.  CGM to advise the Clerk when this will be actioned.
Lastly, Clerk advised that she had information regarding the Winter Maintenance Volunteer scheme if any Cllrs wanted to read.
436.14 Purchase of a wheeled strimmer
A discussion was had regarding useful applications and storage.  The PC unanimously agreed to purchase at a cost of £480.00 excl. VAT.
437.14 Finance inc:- bank reconciliation and payment of accounts
Expenditure
£298.57 – Salaries (BACS)
£617.31 – CGM grass cutting of rec ground (CHQ)
£300.00 – VHRGCC contribution towards a new sound system (CHQ)
£204.00 – History Group, use of Village Hall (CHQ)
£41.77 – Anglian Water, rec ground (DD)
All payments were unanimously agreed by the PC and two Cllrs signed the cheques and the accompanying paperwork.
A Cllr advised that the second half of the precept had been deposited and suggested the budget for the new financial year be deliberated in the November PC meeting.
438.14 Review of grass cutting contract
Clerk advised that she had seen this on the schedule of duties for September, however, it did not need to be reviewed until Dec 2016.
439.14 Correspondence received inc:-
The Clerk apologised that she had not detailed the correspondence on the agenda and advised that if there was anything contentious, she would make the public aware before a decision was reached by the PC.
Adult Social Care (CCC) – an online survey was agreed to be added to the website.  Clerk to action.
Cambs Home Improvement Agency – request for financial assistant.  Clerk to inform that the PC are unable to contribute, at this time.
440.14 Planning
None.
441.14 Health and Safety matters
Clerk advised that she had had no communication from Aragon Homes following the letter she sent re excess water spilling onto the pavement.  Chair also informed that he had called them and had had no response.  The PC agreed to leave the matter for the moment and discuss again as winter begins.
Cllr Giddens reported that dog mess on the new part of the bridleway leading down to the brook is still an issue.  Cllr Giddens to add a piece to the website and a notice in the shop window, for public information.
The discussion of horse signage was agreed to be differed to the next meeting.
442.14 PC Policies review – Financial Regulations
The Clerk informed that she had previously circulated the new model financial regulations.  A Cllr raised some points and these were agreed by the PC.  Clerk to amend the model regulations and recirculate.  Financial Regulations to be adopted at the November PC meet.
443.14 Village Hall notice board replacement
Chair advised that he hopes to get the current notice board at the Village Hall repaired.
Chair to price cost of materials and report back to the PC for agreement.
444.14 Resignation of Cllr Trolove/Parish Council Vacancy
Chair to prose a letter thanking Mr Trolove on behalf of the PC.  PC agreed to postpone advertising the vacancy until the election in May.
445.14 Feedback from meeting with School Head
Clerk and Chair fedback regarding the meeting.  It was agreed that Cllr Giddens be the liaison between the school and the PC and to meet with the Head every term at an agreed time.  Clerk to supply Cllr Giddens with the relevant info from the initial meeting.
446.14 Discussion of a Facebook page for the Parish Council
Clerk advised that she had produced a page for another Parish Council which seemed to have received a positive reaction.  PC agreed to discuss again in the spring and would take advice from the Clerk’s experience.
447.14 Remembrance Sunday
Cllr Hayden offered to attend the service at the Church and to lay the poppy wreath on behalf of the PC.  The PC thanked him.
448.14 Office management inc:-
Revision of office filing systems – Clerk reported that she had been unable to achieve the 2hrs filing that she had been requested to do, however, she did feel that she was slowly becoming more productive and hoped to achieve this task by the next meeting.
Purchase of shredder for sensitive material – it was agreed for the Chair to purchase a mid-range option and he supplied 3 quotes.
449.14 Staffing matters inc:-ILCA training – Clerk reported her concerns over time to action this training whilst also completing the tasks expected of her.  It was agreed to continue this discussion.
Pension scheme – Clerk advised that she had not achieved any work towards this, as yet.
450.14 Items for the CLARION
None.
451.14 Items for discussion on next agenda
No new items.  Continuing discussions of those already indicated.

Great Gidding Charity Trustee meeting

3.14 Reports from Trustees inc:-
Allotments – unworked plots
A Trustee apologised for not producing the letter sooner.  He offered to email this to the Clerk tomorrow.  Clerk to send to allotment holders of those plots that appear to be unworked.
Clerk reported a DD payment of £23.05, Anglian Water, for the allotments.
Jubilee Wood – winter maintenance and pond risk assessment.
It was reported that some maintenance work had taken place.
Chapel End Pond – winter maintenance and padlock possibility
It was agreed for a Trustee to buy a coded padlock and apply to the gate.
Dipping Pond – Gate possibility.
Clerk to correctly rename this as Horse Pond.  A Trustee was requested to speak to the person maintaining the ponds to ascertain maintenance and resources needed.

Village Hall and Recreation Ground Charity Committee

Member of the VHRGCC committee, attending as a member of the public, requested the PC appoint one representative for the committee to communicate with.  The PC explained that this was not possible as no, one, Trustee could speak on behalf of the body of Trustees.  The PC expressed that they understood the committee member’s point of view and offered to ensure the communication process was as easy as possible.

 1.14 Reports from Trustees inc:-

48 Main Street boundary
This was discussed in detail.  It was reported that a Trustee spoke to some representatives from Carter Johnas last week and was informed that they had a written, signed document, indicating an historical right of way to the property, across the Village Hall land.  A VHRGCC member, present at the meeting, expressed the committee’s wish to send the letter, written by the Chair of the committee, on behalf of the Trustees.  It was agreed for the Clerk to send this, at her earliest opportunity.  It was also agreed for a Trustee to pay £40.00 to register the land with ‘The Land Registry’ from the possessory title to absolute title.  He informed that the original title deeds had been located and held in archive.
Lastly, the Trustees discussed and unanimously agreed to put in a suitable fence to mark the boundary and access.  A trustee offered to cost a wire and poled fence and report back.  It was agreed that the cost for the fence should be taken from the Great Gidding Charity account for an amount of up to £300.00, on the basis that this contributed to protecting a village asset.
Siting of benches on recreation ground
Clerk to contact the committee and request that this be addressed under their agenda.

Meeting closed at 9.30pm

The following wording changes were made to these minutes at the Parish Council meeting on 18^th November 2014, as, unanimously, agreed by the council.

The Parish Council (PC) discussed and agreed the following amendments:
Item 429.14, “…due to them having reached their 40yr lifespan”, wording was removed.
Item 432.14, second sentence should read, “They advised that there were no guidelines supplied by Cambridgeshire County Council and that the PC should follow advice from insurance companies regarding commissioning aboricultural surveys…”  At this point D Cllr Tysoe arrived.
Item 432.14, the second to last paragraph should have the following sentence added at the end, “…turned off at certain times and some roads not gritted where they have been in the past”.
Item 435.14, second to last paragraph regarding extra cuts of the recreation ground, it was believed that this was not discussed at the meeting and so the wording was removed.  Chair added that the agreement for extra cuts was in accordance with the CGM contract.
Item 443.14, the word “repaired” was removed and the word “replaced” was entered in its place.
All amendments were initialled by the Chair and the PC then, unanimously, agreed these to be a true record of events.  The Chair signed each page.

End of minutes.

Minutes of the Parish Council meeting held on Tuesday 16^th September 2014 at 7.30pm

in the Village Hall

Present

Chair:             Andrew Alexander

Councillors:   Lydia James, Paul Hodson, Michael Trolove

Clerk:              Caroline Bradley

Members of the public:     0

403.14         Chair’s Welcome

404.14         Apologies and reasons for absence

Cllr Giddens, Cllr Hayden and Cllr Howden sent apologies and reasons for their absence and these were accepted by the Parish Council (PC).

405.14         Member’s declaration of Disclosable Pecuniary Interests

None

406.14         Public and press participation session with respect to items on the agenda

None

407.14         To confirm and accept minutes of 19^th August 2014

The PC unanimously agreed these to be a true record of events. The Chair signed each page.

408.14         Matters arising from minutes (information only)

Cllr Hodson raised three issues. Clerk to minute that the PC “recommended” APPROVAL on planning applications, in future.  Clerk to minute the details of the financial movement as well as address this in the agenda.  For distinction, Clerk to separate the Great Gidding Charity Trustee meeting section of the minutes, into the two charities, Great Gidding and the Village Hall and Recreation Ground.  Clerk to action on the next agenda.

409.14         Communication from District and County Cllrs

None present.

410.14         Communication from Parish Cllrs

Cllr responsible for Trees reported that he understood that insurers recommend that an aboricultural report is actioned every 5yrs. Clerk was requested to speak to Tony King regarding the level of detail expected from a tree log and to investigate whether Yaxley Parish Council had any information that would be helpful to the PC.  Clerk to action.  Chair suggested C Cllr Bywater and D Cllr Tuplin be asked for advice on this matter at the next meeting.

Cllr responsible for Rights of Way was not in attendance.

Cllr responsible for Highways/Police/Public Transport reported that Neighbourhood Watch signs had been put up and an article placed on the website. She passed a receipt for payment to the Clerk for filing.  She also reported water issues in Gains Lane and the drainage arrangement in the ditch.  Clerk to discuss with Tony King and report back.

The Trustee responsible for Farm Business Tenancy/Grazing Land was not in attendance.

411.14         Communication from Village Hall and Recreation Ground Charity Committee (VHRGCC)

It was reported that a VHRGCC meeting had taken place and minutes would be sent to the Clerk to forward to PC.  The Village Show and the Cycle Show had also taken place.  The bank account had been set up and training with CATALYST had been booked.  An oven had been donated.  Lastly, he reported that the New Year’s Eve party had been cancelled as it clashed with another event.

412.14         Clerk’s Report

Clerk advised that she was meeting with CATALYST on Monday morning for training on the website.

Clerk informed that the deadline for applications to the Local Highways Initiative had passed.

Clerk informed that she had not managed to get a full reply regarding advertising, for revenue, on The Giddings website. A discussion was had and the PC agreed that they preferred not to allow advertising on the website.

Clerk reported that the Facebook page for Great Gidding Parish Council had been placed by Wikipedia. The PC agreed to discuss having an official Facebook page, at the next meeting.

Clerk asked the PC if they intended to place a Poppy Wreath at the church on Remembrance Sunday. Clerk requested to contact Rev Mary Jepp to ascertain the plans for this occasion.  Clerk to report back.

Clerk advised that she had made arrangements to do a walk of the village with Tony King, CCC Highways representative, on Thursday 18^th.

413.14         Completion of the annual audit

Clerk reported that the annual audit had been returned and that the external auditors had reported nothing of significance that had not already been raised by the internal auditor. Clerk to advertise the close of the audit on the noticeboard.

414.14         Finance inc:- bank reconciliation and payment of accounts

Expenditure

£298.57 – Salaries (BACS)

£75.00 – Village Show contribution (CHQ)

£120.00 – PKF Littlejohn, audit (CHQ)

£87.00 – Renewal of SLCC membership for Clerk (CHQ)

All payments were unanimously agreed by the PC and two Cllrs signed the cheques and the accompanying paperwork.

Cllr Hodson advised that he was in the process of arranging an on-line login for the Clerk.

 415.14         Correspondence received inc:-

Request from the History Society to fund the hire of the Village Hall – email.  PC agreed in principle.  Clerk to request actual costs and report back to PC.

Request of funding for new sound system for the village hall – email. After a discussion, a Cllr proposed and another seconded to offer the VHRGCC £300.00 towards the cost of the system.  Total cost, £500.00.  The motion was passed with 3 in favour and 1 against.  Clerk to contact the VHRGCC to advise.

Request for donation, Rural Cambs – email. PC agreed not to progress with this.

Cambridgeshire Community Services AGM – email. PC agreed not to progress with this.

Huntingdonshire District Council – Adult sports courses – leaflet. Clerk to ask permission to place some leaflets in local shop and pub.

Fields in Trust – Have a Field Day – email. PC agreed not to progress with this.

Deptford, defibrillators – email. PC agreed not to progress with this.

BOC Healthcare, defibrillators – email. PC agreed not to progress with this.

Parish Path Meeting – email. No-one to attend, on this occasion.

Flood forum – email. PC agreed not to progress with this.

ACRE Community Oil Buying Scheme – email. PC agreed not to progress with this.

Journal of Local Planning – email. PC agreed not to progress with this.

416.14         Planning inc:-

Application no. 1401573 TREE 23 Chapel End

Crown lifting and crown thinning of an elm.

Clerk advised that the planning application had arrived after the agenda had been communicated, however, with the deadline of 1^st October, it could not wait to be discussed at the next PC meeting.  She suggested the matter be discussed and decided now and she would add a note to all noticeboards asking the public to contact the office if they wished to discuss the application.  The notice would be up for at least 3 clear days. If no contact was made regarding the matter, the Clerk would advise Huntingdonshire District Council (HDC) of the PC’s decision.  If a member of the public did wish for another discussion to be had, the Clerk would call an extraordinary planning meeting.

In principle, the PC unanimously decided to recommend APPROVAL based on the expert guidance given in the report.

417.14         Health and Safety matters                                                         

The issue of the drainage soak away at Top Farm, Main Street, was discussed. There were concerns that heavy rain would wash water onto the pavement and cause safety issues come the cold weather.  Clerk requested to write to the builders regarding the PC’s concerns and report back.

It was agreed to delay discussions regarding dog fouling and horse, use of road, signage to the next meeting.

418.14         PC Policies review

It was discussed and agreed that the PC would review one policy at every meeting until all had been reviewed. Clerk to email new, model, Financial Regulations round to Cllrs ahead of the next meeting.  Clerk to administrate recording of agreed policies and agreed review dates and to investigate whether the PC had all the policies in place, that it was recommended to.

419.14         Village Hall notice board replacement

It was discussed and agreed that a wall mounted notice board option be priced. Chair and Clerk to communicate regarding size in order to fit minutes in.  It was also decided that this notice board, only, would house the minutes and the other two notice boards would have a notice referring the public to this notice board.  Chair to price and report back to the PC.

420.14         Skip on recreation ground

It was communicated that the VHRGCC had formed a working party to

remove items on the recreation ground. It was decided that a skip was not necessary.

421.14         Request for Cllr attendance at school governing body meetings

Clerk communicated to the PC, a letter on behalf of the school governing body. The request was not granted as, “whilst it was understood that this request was a gesture of communication between both bodies, it was agreed that this (was) not an appropriate step”.  The letter ended with an invitation to attend, if it was felt by the governing body, that a topic was of particular relevance to the PC and it was suggested that the PC communicate with the governing body, vice-versa.  The Clerk also communicated that the school administrator would no longer be emailing the school newsletter to the Clerk to add school information to The Giddings website.  PC to discuss a response at the next meeting.

422.14         Office management inc:-

Revision of office filing systems – Chair communicated a need to archive/

dispose of, old information in the filing draws. Clerk reported that, whilst she was managing to achieve the day to day tasks, she felt that she did not have the time to complete this task as well.  It was agreed that the Clerk should work for a ‘one-off’ 2hrs, in addition to her 6.5 hrs, on this filing task to gauge an idea of how long the revision would take in total.  Clerk to action and report back to the PC.

Continued shared drive discussion –          Clerk communicated that she had been advised that this was not a sensible option as it leaves Cllrs exposed.  It was agreed for the system to remain as is.

Purchase of shredder for sensitive material – It was agreed for the Chair to cost 3 medium efficiency models and report back.

423.14         Staffing matters inc:-

ILCA training – Clerk reported her concerns over time to action this training whilst also completing the tasks expected of her. It was agreed to continue this discussion.

Pension scheme – Clerk advised that she had not achieved any work towards this, as yet.

424.14         Items for the CLARION

None.

425.14         Items for discussion on next agenda

No new items. Continuing discussion of those already indicated.

Great Gidding Charity Trustee meeting

 2.14             Reports from Trustees inc:-

48 Main Street boundary

A Trustee communicated that he was in possession of the Village Hall deeds which indicate measurements of the access for both the Village Hall and the Bungalow. The group discussed erecting fencing on the Village Hall boundary to prompt traffic to the Bungalow to use their own access.  A Trustee suggested fencing be erected 15ft from No. 50, as per the registered land and an adjacent fence be laid at a right angle, meeting the Village Hall side wall.  Parking would, temporarily, be available only on the old tennis court.

A full discussion was had and it was decided that this option was not appropriate at this time, however, a boundary marking should take place. It was noted that there were no personal motives from any of the Trustees, but rather, an effort to protect the village assets.

Trustee James made her apologies and requested she leave due to the late hour.

Allotments – unworked plots

Trustee not in attendance. Item to be discussed at the next meeting.

Siting of benches on recreation ground

Item to be discussed at the next Trustee meeting, following a discussion regarding this matter due to take place at the next VHRGCC meeting.

Jubilee Wood – winter maintenance

Item to be discussed at the next meeting.

Chapel End Pond – winter maintenance

Trustee reported his intentions to remove reeds etc., in an environmentally friendly way. He added that he would also be doing the same work at Towns End Pond.

New sound system for the village hall

As per PC agenda item 415.14, Clerk to officially communicate decision with the VHRGCC.

Licensing for events

It was agreed for Cllr Howden to purchase a license at £21.00.

Meeting closed at 9.35pm